Fresher Field Base Officer NGO Jobs - Danish Refugee Council (DRC)

Job Title:        Field Base Officer
Organisation: Danish Refugee Council (DRC)
Duty Station: Uganda

About US:
The Danish Refugee Council (DRC) is a private, independent, humanitarian organization working on all aspects of the refugee cause in more than 36 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.

Job Summary: The Field Base Officer will ensure the support services and needs of the program are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with DRC policies and procedures and according to any applicable donor, HQ or field guidelines.

Key Duties and Responsibilities:  
Base Support Management:
  • Ensure the smooth running of the assigned base(s) including staff supervision, security, maintenance and liaison with landlords,   contractors and suppliers
  • Ensure completion of establishment and implementation of procedures, and policies in each support areas for logistics, finance and HR.
  • Supervise all financial activities to ensure all cash management needs, reporting deadlines and internal and external audit requirements are met
  • Provide logistical support including managing the supply chain, vehicles, assets, IT and communication equipment and warehouse.
  • Work closely with the camp logisticians to ensure that all the vehicles assigned to the camps are well monitored and tracked.
  • Submit to the logistics for review at the end of each month, the fleet performance. (Fuel consumption, maintenance, running cots, etc.)
  • Ensure accurate and efficient procedures are maintained in logistics, particularly in the areas of procurement, storage and transportation
  • To implement DRC chapter 15 for assets and equipment management procedures are adhere to.
  • Responsible of tracking DRC assets in conjunction with camp logisticians and procurement team to ensure that the assets are well tracked and managed.
  • To follow up and ensure that the camp logisticians submit the monthly asset record on time.
  • Keenly track all the new acquired assets and record them in the inventory register.
  • Manage and track expenditure of assigned budget(s), ensuring spending is in accordance and time frames 
  • Help in the setup of facilities (team houses, offices and warehouses if needed).
  • To be flexible and willing to assist in other areas of work as requested.
  • Ensure the documentation maintaining a well ordered filing system relating to national staff (including recruitment and selection, contracts, attendance, leave, etc). Sending relevant paperwork to Arua base for archiving (including Finance & Logistics documents)
  • Prepare and submit accurate and timely internal reports (API report) as required by field management and contribute on request to external reports
  • Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with DRC and donor requirements 
  • Monitor that regular computer back-ups, virus updates and routine maintenance are carried out and provide IT troubleshooting
Staff Management:
  • Manage and oversee the assigned programme support staff including recruitment, day-to-day management, development and training, appraisal, etc.
  • Hold regular team meetings with the assigned support staff, reviewing team and individual objectives and ensuring team members are kept informed of issues relevant to their work
  • Support the Head of Support Services in dealing with staff queries/issues, provides translation for documentation, notifications and conversations that are relevant to national staff. 
Security Management:
  • Ensure security procedures are in place, guidelines are kept up-to-date and staff receives relevant security information. This includes reviewing security arrangements on a regular basis, maintaining communication, providing briefings and ensuring the availability of emergency equipment
  • Provide support in managing security incidents as required, including the writing of incident reports
  • Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable support activities and requirements.
  • Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing DRC and ensuring good co-operation.
  • Work with the Program Coordinator to prepare support any team activities, providing all information required by local authority
Quality Management:
  • Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of DRC assets and resources.
  • Transparency and to ensure the best use of DRC assets and resources.

Qualifications, Skills and Experience:
  • The ideal candidate for the Danish Refugee Council (DRC) Field Base Officer job placement must hold a High school diploma with qualifications and experience in areas such as fleet management, assets and inventory management, or logistic operations/management, supply chain management, etc.
  • Computer literacy skills i.e. proficiency in Word, Excel, Power Point, etc...)
  • Fluency in spoken and written English 
Personal Competencies:
  • Professionalism - Strong personal initiative and willingness to accept responsibilities; good knowledge of logistics work and practices; ability to work in the remote locations
  • Ability to establish priorities and to plan, coordinate and monitor work- Sound judgment in applying technical expertise to resolve a rank of issues/problems. 
  • Good negotiating skills and ability to influence others to reach agreement. 
  • Teamwork - Good interpersonal skills; ability to lead teamwork, ability to develop and maintain effective working relationships with logistic counterparts in a multi-cultural, multi-ethnic environment and respect for diversity. Able to perform under pressure, take initiative and possess a resilient attitude

How to Apply:
All suitably qualified and interested candidates should send their applications online at the link below including;
  • A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria
  • Concise and accurate CV (maximum 3 pages). The CV should include information about your qualification, relevant training courses, Work experience, name and contact details of 3 relevant references.

Deadline: 12th July 2017

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